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Program Coordinator
Vanderbilt University Medical CenterProgram Coordinator assisting with event coordination for Vanderbilt University’s Institute of National Security. Provides administrative support, logistics, and ensures professional standards in interactions.
About the role
Key responsibilities & impact- Provide day-to-day coordination and administrative support for the Institute’s programs, events, and special projects.
- Assist with planning, scheduling, and logistics for conferences, lectures, summits, meetings, and internal convenings.
- Support event execution, including registration management (attendance tracking, and post-event reporting, etc.), guest communications, materials preparation, and on-site operations.
- Maintain accurate and up-to-date records in the Institute’s CRM and project management systems.
- Draft and format basic communication materials such as event invitations, confirmations, agendas, briefings, background documents run-of-show schedules, and event packets.
- Serve as a primary logistical point of contact for speakers, participants, and internal partners.
- Coordinate with vendors, campus partners, and service providers to ensure timely delivery of event needs (catering, A/V, room setup, travel, etc.).
- Track project timelines, deadlines, and deliverables, proactively flagging risks or delays.
- Support marketing and communications efforts related to Institute convenings by assisting with website updates, newsletter material development, and social media material development.
- Support the supervision and coordination of student workers and volunteers during programs and events.
- Maintain organized digital and physical files related to programs, communications, and partnerships.
- Ensure professionalism, confidentiality, and adherence to university policies and Institute standards in all interactions.
- Provide administrative and project support to the Senior Program Manager and Institute leadership as assigned.
Requirements
What you’ll need- A bachelor’s degree in public administration, organizational leadership, political science or related field is required.
- Strong written and oral communication skills – briefing materials, guest and partner communication documents, and engagement activities – are required.
- Strong project coordination skills are required.
- Attention to detail to manage event logistics, including scheduling, travel, lodging, briefing materials, run-of-show documents and registration tracking is required.This is an entry level position; however, experience in event coordination is preferred.
- Experience in event planning and coordination is preferred.
- Previous experience with customer relationship management tools is preferred.
Benefits
Comp & perks- Health insurance
- 401(k) matching
- Professional development opportunities
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
Event Logistics ManagementRegistration TrackingMaterials PreparationTimeline TrackingBriefing Document Drafting
Soft Skills
Attention to DetailProfessionalismConfidentiality